Organization

This page outlines the various roles occupied by admin and staff of Worldbuilding Magazine, as well as how to apply for each if you would like to get involved. In the case of any projects in production, but not yet announced, these will be omitted from the public documentation until they are made so. You may also contact members of the administration directly with questions via email or by contacting us on Discord.


Editor-in-Chief, Vice Editor-in-Chief

LieutenantDebug (EiC), Adam Bassett (VEiC)

The Editor-in-Chief roles (hereafter “EiC”) have a hand in each department to some level, and generally serve the following purposes:

  • The EiC is the main point of contact for the magazine, notwithstanding situations in which people are reaching out to particular departments, in which case that department’s Chair is the point of contact.
  • The Vice Editor-in-Chief works together with the Editorial Chair to accept or reject items for each issue of Worldbuilding Magazine, leaving developmental editing comments on each.
  • The Editor-in-Chief has a final look at each published item for Worldbuilding Magazine issues, can edit or suggest minor changes. 
  • Organize meetings and write the agendas.
  • When administration is evenly divided on an issue they may function as a tiebreaker.
  • Maintaining documentation and/or scheduling either personally or by directing others to update what falls within their respective departments.
  • Organizing and final say on business-related issues.
  • Oversees the Meta Department, in particular the team leads. Onboards new Meta Department members with the assistance of Team Leaders (described below).

These tasks are divided between the two EiC persons as best suits their abilities. New tasks may be created and accomplished or assigned by EiCs as needed.

How to acquire this role: EiCs are voted in by the sum of the administration team, often from a pool of nominees. Should one need replacing, it is likely that a member of admin would be chosen as the successor. Should a member of staff from outside admin declare an interest in the position they may be tested.

Writing Department

Writing Department Chair, Deputy Chairs

B.K. Bass (C), Taylor Frymier (D)

The Writing Department leaders are generally responsible for updating Writers on deadlines, contacting any Writers who have not submitted in over 4 months, and onboarding new Writers. As a member of the administration they are not required to submit an article every 4 months, but it is strongly encouraged that they do.

Additionally, the Writing Department admin are responsible for bringing in Contributors (discussed below) and providing early reviews to anyone who is submitting for the first time. Early reviews should focus on developmental editing, working to improve the writing overall, rather than grammar and punctuation.

The Writing Department leaders are responsible for keeping track of Writer staff and organizing any required scheduling.

Writing Department Staff

Writer staff are responsible for creating original articles, short stories, flash fiction, or other types of written material for reader’s consumption within Worldbuilding Magazine. If accepted, Writers are expected to respond to their editors in a timely manner. We request that Writers submit new content every 4 months (every other issue). If you cannot meet that, contact the Writer leadership. We would rather have you on the team and contributing a small amount than not having you at all.

How to acquire this role: Request it from the Writing Department Chair or Deputy and be prepared to share examples of your writing.

Writing Department Contributors

Contributors are temporary staff who gain access to the editing channel to discuss and collaborate with their editors. Contributors only develop on a per-issue basis, and lose the role after that issue releases. They are expected to respond to their editors in a timely manner.

How to acquire this role: Request it from the Writing Department Chair or Deputy and be prepared to share a few pieces of your written work.

Editing Department

Editing Department Chair, Deputy Chairs

Ianara Natividad (C), Bokai (D), Dylan Richmond (D), Jaren J. Petty (D), Zaivy Luke-Aleman (D)

The Editing Department leaders are responsible for updating Editors on deadlines, contacting any Editors who have not worked on a piece in over 4 months, and onboarding new Editors. In addition Editorial admin members are also tasked with overseeing editorial staff. Each is assigned to an article, interview, or other piece, and available to the writer/editor pair. As a member of the administration they are not required to edit every 4 months, but it is strongly encouraged that they do.

The Editorial Chair works together with the Vice Editor-in-Chief to accept or reject items for each issue of Worldbuilding Magazine, leaving developmental editing comments on each.

The Editing Department leaders are responsible for keeping track of Editor staff and organizing any required scheduling.

How to acquire this role: Generally Editors gain this position, since they are most familiar with what the Editor staff are expected to do. Should an opening appear they may be contacted directly, or an opening may allow an open request for volunteers. In this case one would be chosen from the list of volunteers, with final say from the existing Editing Department Chair.

Editing Department Staff

Editing is broken into two sections: Developmental and Copy Editing:

Developmental/General Editing seeks to improve the piece by addressing problems such as missing or confusing information, a lack of sources, plot holes, and other content-based problems. They may edit grammar and punctuation, but it is not the main objective. Developmental Editors are paired with Writers’ articles and each is overseen by a member of the Editorial administration. This takes up the majority of the editing period.

Copy Editors’ primary objective is to address grammatical and punctuation problems. By the time they approach a piece, there should not be any problematic situations with content, so their role is just to refine the piece. They are only called upon after Developmental Editing is finished with the given piece.

In both cases, Editors are expected to begin editing and respond to their Writers in a timely manner. We request that Editors assist in the process every 4 months (every other issue). If you cannot meet that, contact the Editorial leadership. We would rather have you on the team and contributing a small amount than not having you at all.

How to acquire this role: Request it from the Editing Department Chair or a Deputy and be prepared to demonstrate your ability to edit English language text.

Art Department

Art Department Chair, Deputy Chair

Tristen (C), Anna Hannon (D)

The Art Department leaders are responsible for updating Artists on deadlines, providing suggestions for what to illustrate for each piece that requires it, contacting any Artists who have not submitted in over 4 months, and onboarding new Artists. As a member of the administration they are not required to submit artwork every 4 months, but it is strongly encouraged that they do.

The Art Department is also responsible for managing cover art, layout, and providing feedback to all artists.

The Art Department leaders are responsible for keeping track of Artist staff and organizing any required scheduling.

How to acquire this role: Generally artists gain this position, since they are most familiar with what the Artist staff are expected to do. Should an opening appear they may be contacted directly, or an opening my incur an open request for volunteers. In this case one would be chosen from the list of volunteers, with final say from the existing Art Department Chair.

Art Department Staff

Artists are broken into Artists and Layout Artists:

Artists are responsible with providing original artwork to accompany Writers’ work in Worldbuilding Magazine. This is most often done once Art Department Administration delivers instructions for suggestions as to what should be created for each approved article. If there is extra time or very few submitted works, Artists may work on extra items such as advertisements.

Layout Artists are responsible for assembling the written and visual content into the completed product. Each will tackle items separately, then one will compile them into the final issue.

Both are expected to create artwork/develop layouts in a timely manner. We request that Artists of both types assist in the process every 4 months (every other issue). If you cannot meet that, contact Art Department leadership. We would rather have you on the team and contributing a small amount than not having you at all.

How to acquire this role: Request it from the Art Department Chair or Deputy and be prepared to share a portfolio of your work for review. Additionally, if you are requesting a Layout Artist position, you must have Adobe InDesign.

Meta Department

Meta Department Chair, Deputy Chairs

Dinostompah (D), Rose Brady (D), WithBestIntentions (D)

The Meta Department leaders are responsible for updating Meta Teams on deadlines, providing Team leads assistance and guidance, contacting any Meta contributors who have not contacted them in over 4 months, and onboarding new Meta staff. As a member of the administration they are not required to lead a team, but it is required that take part in at least one Meta team and communicate with others.

The Meta Department is responsible for a variety of tasks, some of which relate to the magazine, and others which do not. Specific duties depend on which teams they are interacting with. The Meta admin members may divide this up however they wish, so long as each team has a representative in admin.

The Meta Department leaders are responsible for keeping track of Meta staff and organizing any required scheduling. This includes meetings to check in with Team leads about their projects. If the admin member is a team lead, they will have to check in with the Editor-in-Chief or Vice Editor-in-Chief. Meta department leaders may make decisions on projects without EiC approval, but must seek an EiC out for approval to start a new project or cancel an existing one.

How to acquire this role: Generally, Meta team members gain this position, since they are most familiar with what their staff are expected to do. Should an opening appear, they may be contacted directly, or an opening my incur an open request for volunteers. In this case one would be chosen from the list of volunteers, with final say from the existing Meta Department Chair.

Meta Department Team Lead

See below for the list of about Team Leaders.

Team Leads manage their individual group by organizing it, making sure they reach any discussed deadlines as much as possible, and working on the project personally. The specific tasks of a Team Lead vary greatly depending on what the team is doing. Team Leads should check in with their administration at least once every two weeks to update on progress.

How to acquire this role: Request it from the Meta Department Chair or Deputies. Team leads will be preferred to be drawn from that team’s existing pool. For example: if the Podcast Team Lead were to step down, we would seek out another member of that team who works on podcasts to replace them first.

Meta Department Staff

The Meta Department is the most varied group, ranging from marketing and affiliate relations to podcasting and Discord community moderation. Each has different tasks, briefly illustrated below with the current team leads listed. If you would like to get involved with any of these groups, contact that individual:

  • Affiliate Relations (EiC/Meta): Another variable group. The folks who work here are the ones seeking partners and managing the relationships they’ve established. For example, if a staff member finds another community to partner with they would join this team and maintain that relationship by keeping in touch with the person, making sure both parties fulfill their ends of the agreement that was struck.
  • Community Moderator (LieutenantDebug): Set community rules and enforce them in a friendly manner.
  • Discord Bot Moderator (Hikitsune-Red): Manage bots on Discord and update as needed.
  • Event Planning (EiC/Meta): A variable group that changes with each new event. EiCs currently lead the way in arranging events, requesting help from staff when needed after the event has been scheduled and organized (for example, as judges).
  • Marketing (Adam): Assist in Magazine and overall brand recognition, product releases, and develop advertisements and teasers for social channels. Also works together with anyone writing blogs for www.worldbuildingmagazine.com.
  • Website Design (Lieutenant Debug): Updating and maintaining the Worldbuilding Magazine website.
  • Worldcasting Podcast (Dinostompah): This group is made up of both recording speakers, as well as audio editors who help clean up recordings. Individuals may be involved in both aspects of this group, or just one. You can familiarize yourself with Worldcasting here.

How to acquire this role: Request it from the EiCs or a Meta Team Leader.

A map of the staff structure. Groups within the same container are considered to have the same standing among staff in their department.

Joining Our Staff

Onboarding will vary per department, since different skills and needs will be present for each. However, the new staff member should be aware of the following:

  • A staff role at Worldbuilding Magazine is a volunteer position.
  • Anything that you write, illustrate, or otherwise create remains yours. We do not claim ownership. By submitting work to us you allow us to use it for the particular issue/product the work was submitted for. Any change to that product or your work must be approved by its creator. You may share your work which runs in the magazine anywhere you wish after it releases. You may learn more about our terms of use in our copyright statement.
  • Staff are expected to submit new work and/or work on a product at least once every 4 months (or every other issue of Worldbuilding Magazine). If you can do more, we encourage you to do so. 
    • If you have a limited schedule, such as you’re only available in the summer, let us know so that we can work around it.
    • If you would like to be staff for only a few months to test it out, you’re welcome to request this. At the end of the set time you will meet with your Department Chair or Deputy Chair and can discuss the next steps.
    • If your availability changes let us know. If you give us a heads up that you’ll be gone for a few months to take care of some things with work, for example, that helps us know that you haven’t abandoned the team.
    • Administration will always reach out to you if you’ve been inactive for an extended time before taking action. If there is no response, or you request it, you will be removed from staff.
  • As a staff member you may move up the ranks to fill higher positions as needed, such as a Team Leader or member of Administration. If you have any interest in this, or you would not like to be considered at all, feel free to let us know (as well as let us know if your decision changes).
    • Team Leaders manage a single Meta project, such as the podcast or worldbuilding collaboration. They develop a small team to direct and are in charge of the direction it takes. They answer to Editor-in-Chiefs, but this is more of a check-in process.
    • Administration members (Editor-in-Chiefs, Department Chairs, Deputy Chairs) manage their departments and generally make sure that content is completed with respect to deadline goals. This is often in addition to their normal department work, so a Writing Department Chair manages the team in addition to writing for the magazine. Specific duties vary (see above).
      • Administration may assign themselves additional tasks based on the needs of their staff, community, and products. These have included but are not limited to: reformatting deadlines and schedules, updating community rules, developing a new product, finding new ways to share a product.

To inquire about joining staff email us, or reach out on Discord!